Team Lead- Customer Services

POSITION TITLE: Team Lead - Client Services, Order Management

ABOUT THE ROLEAs the Team Lead, Client Services, you will play a crucial role within Client Services, overseeing the day-to-day operations of the Order Management team while contributing to strategic client initiatives. Your role will encompass not only the execution of order management tasks but also leadership and coordination among team members to ensure seamless and timely operations. The Team Lead, Client Services will work within a client-facing capacity, providing exemplary client service and addressing concerns or inquiries regarding orders.

Collaboration with various cross-functional teams will be essential to the smooth operations of overall global client services at Deluxe. This role will report to the manager

PRIMARY RESPONSIBILITIESLead, mentor and manage a team of order management specialists (AC, Sr AC, Account Specialist).Act as a primary liaison between team members and clients, collaborating closely with Client Lead to implement strategic initiatives aimed at optimizing management processes and efficiencyOwnership of complex orders from entry to completion, ensuring accuracy and timeliness throughout the process. This includes managing due dates, assessing asset workability, and working in close collaboration with relevant teamsConduct thorough validation of workflows to ensure processes are efficient, effective and compliant with company and client standards and requirementEnsure centralized project tracking tools like the Playbook are updated accurately in real-time and any non-compliance to be shared as feedbackEnsure the team is following tasks as per the Order Management RACIWork closely with the Title Manager to address any challenges that need to be communicated to the clientManage team capacity and ensure projects are equally distributed and assigned per skill and capacityLead project planning efforts, defining 'micro milestones' and establishing clear timelines for order fulfillmentServe as a primary point of contact for cross-functional leads, providing regular updates on order status and escalating any issues or concerns as neededCollaborate with Billing or Pre-Billing teams as necessary to ensure accuracy in the billing of completed work. Verify all services rendered are properly documented and billed according to established structure and client agreementsTake ownership of data management in core internal systems (Sfera, ONE) or client systems, ensuring all relevant information is accurately recorded and maintained.

Regularly audit data to identify discrepancies/errors and take corrective action as neededProject planning for change management and maintain clear communication on changed project plans to downstream teamsEnsuring client expectations in terms of SLAs for quality and OTD are met monthly. Any deviations need to be escalated and a plan set in motion to avoid repeatsMaking sure your cluster is adequately staffed and to ensure all ACs are punctual, regular, productive and are efficiently utilizedMaking sure HR policies and WorkDay compliance is 100% and teams are effectively and efficiently following Deluxe policiesEnsuring IMR and Client Rejection reports are updated by the BE provided deadlinesWork with the Manager to review CAR/PIR and come up with corrective and preventive actionsManage updates in the Client specific documents with policy and process changes and train the clusters on the same and attend meetings that affect production and policies and disseminate the information to the clusterTake on client specific process improvement tasks as assigned by the Assistant Manager to improve customer satisfactionAttend briefing from the QPI POC to stay abreast of QPI and drive QPI initiatives along with the Assistant ManagerWork with the ACs on process improvement initiatives and kaizen activities. Sharing updates received from the Clients on projects to keep every dept in the loopEnsure team members are performing all necessary tasks per desk specific SLAs (this would include research and response to the Client with a detailed root cause analysis on a day-to-day basis)Keep abreast of the team's progress in terms of performance metrics, behaviour, attitude and keep necessary owners informedConduct 1:1s monthly/bi-monthly to share progress and feedback against the employee's goalsAttend leadership programs sponsored by the companyAct as backup for another cluster if requested by ManagerAlways keeping the team engaged and motivated by conducted regular one on ones, share progress against the individual and generic goals and keeping Leadership informed of any deviationsAny improvements for persistent performance or behavioural issues to be routed via the PIP or CAF process involving HRBPKeep abreast of process changes and ensure the team is well versed with the change and is able to adapt and adopt by the timelines provided

QUALIFICATIONS:5-6 years' experience across client services/order management in a client-facing capacity, with demonstrated management abilityProven experience in order management & processing or similarAbility to manage and delegate end-to-end order management process, maintaining timeliness and accuracyProven ability to collaborate effectively with cross-functional teams, including senior leadership, locally and globally, fostering a collaborative mindset and teamwork approachProven ability to build and maintain strong relationships with internal and external stakeholdersIn-depth understanding of post-production processes, including marketing campaign executionFamiliarity with industry standards and best practicesEfficient in managing time and tasks effectively, with ability to prioritize competing demands while meeting deadlinesSkilled in escalation management and crisis resolutionComfortable and skilled in working with data, with ability to effectively interpret, synthesize and integrate complex data into systemsPerformance and metric driven, ability to analyze data and make recommendationsFlexible to work night shifts and rotational shifts per business needAbility to multi-task and take on varied tasks and strong organizational skills. Ability to work under pressure and work towards achieving team goals. High degree of commitment to work.

High performance standardsPro-active attitude, actively problem solve, or actively employ problem-solving techniques simultaneously ability to remain calm and focused under pressureHas experience in a leadership capacity with IC reporting directly in pervious roles.

Equal Employment

Deluxe is committed to inclusivity, fostering an environment where every employee feels comfortable bringing their full selves to work. It is our policy to provide equal employment opportunities to all applicants and employees. Applicants will receive fair consideration for employment without regard to, and will not be discriminated against, based on race, color, religion, creed, national origin or ancestry, sex, age, or any other discriminations.